Manage Internal WSH Management System Audit (WP02-CA-503C-1) Assessment Plan

 Annex         D       Written      Assignment        

Manage Internal WSH Management System Audit

Written Assignment (WA)

Instructions to candidate:

1. Read the case study given and prepare the written assignments.

2. Copyright © 201

   4

   NTUC LearningHub Pte Ltd. All rights reserved.

   53

   
   Candidate will prepare the written assignments at their own time prior to the day of assessment. 
3. Candidate must have one (1) set of hard copy of the written assignments ready on the day of assessment. It will be used during the oral questioning.
4. Candidate must hand in all written assignments at the conclusion of the assessment. The written assignments are:

                                WA1.        Audit plan

                                WA2.          On-site audit schedule

                                WA3.         Audit protocol

                                WA4.        Audit report

                                WA5.         Follow up action plan* 

                                                      * this can be part of the audit report or a standalone document

CASE STUDY

You are nominated as the Lead Auditor to plan and conduct a full WSH management system internal audit for your company, Titan Machinery Workshop Pte Ltd. 

The Titan Manufacturing Pte Ltd is located at 22, Titan Road, Singapore 123456. It is a factory specializing at servicing and repairing machinery parts. It has a total headcount of 20 persons, with the following organizational structure:

• • production department (workshops)
  • human resource department
  • finance and administrative department
  • logistic and warehouse department
  • safety, security and facility department

At the main workshop, operators use hand tools such as hammer, saw and plyer as well as chemicals such as turpentine and lubricant oil in their course of work.  At the smaller workshop, operators use grinder, driller and other power tools to fabricate and mold steel rods and steel plates. Other facilities in the workshop include a paint booth, a waste storage area and an office.

Part A 

As a lead auditor, you will prepare an audit plan (WA1) and an on-site audit schedule (WA2). You have decided that the auditor team for this WSH management system internal audit will make up of two (2) persons (including yourself). The on-site audit for the entire premise will take one (1) working day.

You will be presenting the audit plan and the on-site audit schedule to a panel of stakeholders during the oral questioning on the day of assessment. 

Part B 

You are provided with some documentation of the organization's WSH management system:

• SP Risk Assessment
• Risk assessment register for the workshop
• SP Training
• Training needs analysis and training plan
• OP Workshop Safety

Based on the above documentation, develop a WSH internal audit protocol (WA3). Your internal audit protocol should include the legislative requirements. 

Your internal audit protocol should focus on the main workshop. You have made arrangement to have the following auditees to be available at the main workshop on the day of on-site audit: 

• Julian (supervisor) and
• Josh (operator).

Your audit checklist should comprise three key components:

• document review
• personnel interview
• physical inspection 

Your internal audit protocol should be about one page, but not more than two pages. 

Part C  

You will also prepare an internal audit report (WA4) for the audit. Your internal audit report should include key findings and recommendations for corrective and preventive actions. You may make up the audit evidences, for the purpose of completing your audit checklist and audit report. 

You may be asked, during the oral questioning, to demonstrate your audit trail techniques in arriving at the key findings in the audit report.  

Annex         E        WSH Management      System       Documentation 

Titan     Machinery   Workshop   Pte Ltd 

WSH   Management     System  Documentation

Document Amendment Record

            1.      OBJECTIVE

This SP outlines the procedures for hazard identification, risk assessment and determination of necessary controls.  

            2.          SCOPE

This SP is applicable to all functions and operations in Titan premise.

            3.      PROCEDURES 

3.1 Hazards identification, risk assessment, and determination of necessary controls shall be conducted for all activities, including both day-to-day activities and those conducted only periodically or on an ad-hoc basis. 

3.2 In addition to the activities that are carried out by Titan personnel, hazards and risks arising from the activities of contractors and visitors, as well as those arising from the use of products and services supplied by vendors shall also be identified.

3.3 When conducting hazard identification and risk assessment, the supervisor shall take into account:

• routine and non-routine activities;
• activities of all persons having access to the workplace (including contractors and visitors);
• human behaviour, capabilities and other human factors;
• identified hazards originating outside the workplace capable of adversely affecting the health and safety of persons under the control of the organization within the workplace;
• hazards created in the vicinity of the workplace by work-related activities under the control of the organization;
• infrastructure, equipment and materials at the workplace, whether provided by the organization or others;
• changes or proposed changes in the organization, its activities, or materials; 
• modifications to the OH&S management system, including temporary changes, and their impacts on operations, processes, and activities;
• any applicable legal obligations relating to risk assessment and implementation of necessary controls;
• the design of work areas, processes, installations, machinery/equipment, operating procedures and work organization, including their adaptation to human capabilities.

1. 4. For the management of change, the supervisor shall identify the OH&S hazards and OH&S risks associated with changes in the organization, the OH&S management system, or its activities, prior to the introduction of such changes

1. 5. Identify the hazards. 

Hazards can be identified by consulting with those involved with the work, observing work practices, reviewing incident and injury reports, reading labels and literature, etc. One may break down operations or activities into specific basic tasks or steps with distinct objective or equipment usage before attempting to identify the hazards associated with each task within. 

1. 6. Assess the risks

A risk is simply a measure of the likelihood that a hazard will cause harm or injury to a person. Once hazards have been identified, an assessment should be made to determine the severity and probability of accidents or incidents that may arise from these hazards.

                                                       Severity may be classified into the following levels with escalating consequences:

• • Low (minor injuries resulted; simple first aid adequate): 1
  • Medium (medical treatment required): 2
  • High (serious injuries with possible fatality): 3

Likelihood (or Probability) may be classified as being:

• • Unlikely: 1
  • Possible: 2
  • Very likely: 3

Table below shows the matrix to illustrate the product of the two parameters  (Risk = Severity X Likelihood).

3.7 When determining controls, or considering changes to existing controls, consideration shall be given to reducing the risks according to the following hierarchy: 

• • elimination
  • substitution
  • engineering controls
  • signage/warnings and/or administrative controls
  • personal protective equipment (PPE)

3.8 Evaluate and Review

Evaluate to check that the risk controls have been properly established, cost effective and that they are effective in controlling the risk. Re-assess the risks on the basis of the revised controls to verify that risks have been reduced to a tolerable level and that no new hazards have been created as result of the implemented control measures.

3.9 Review the assessment whenever there has been an incident or a significant change to the job e.g., new equipment, substances, people, procedures which may affect the existing risks. Even if there are no changes, the risk assessment should be reviewed, and if necessary, revised at least once every 3 years.     

Manage Internal WSH Management System Audit (WP02-CA-503C-1) Assessment Plan

Copyright © 2014 NTUC LearningHub Pte Ltd. All rights reserved.                                                                                      61                                                                                                                                                        

LHUB_ver1.0

Document Amendment Record

1.      OBJECTIVE

               This SP outlines the procedures for:

1. Identifying training needs; 
2. Planning and executing training programmes; and
3. Evaluating the effectiveness of the training taken.

 This is to ensure that persons are competent and have the necessary education, training and experience to perform works in a safe manner. 

2. SCOPE

 This SP is applicable to all persons under the control of Titan that perform tasks that can impact on OH&S.

3.      PROCEDURES 

3.1      Competency

 The supervisors are to ensure that persons, whose work may impact OH&S, are competent on the basis of appropriate education, training or experience. Such educational, training and experience background of each member should be recorded and regularly updated.

3.2     Identification of Training Needs

                Training needs may be identified as part of:

• Management Review - where weaknesses in the OH&SMS or OH&S performance are identified and may be contributed by inadequate training, knowledge, exposure or experience;

• Performance Appraisal - where the person himself identifies training needs to further improve the understanding on OH&S and/or specific skill training related to significant OH&S risk; or where the supervisor identifies the improvement needed for performing tasks which can affect OH&S performance in the workplace.

• Corrective Action - where non-conformances were reported, analysed and found to be attributed to lack of training in persons or enhancement / improvement in one’s knowledge/ skill is needed. 

             The identified training needs shall be recorded in the Training Need Analysis form.

3.3     Annual Training Plan

 The MR shall prepare the annual training plan. The plan shall be updated / adjusted as and when required. 

                The training plan shall be approved by the Director.

3.4    General OH&S Training

 Irrespective of job-specific training, all persons shall be trained on general OH&S issues which shall cover but not limited to the following:

• The importance of conformance with the OH&S policy, OH&S procedures and the requirements of the OH&SMS
• Their roles, responsibilities and accountabilities in achieving conformance with OH&S policy and achieving the set OH&S objectives and targets
• The significant OH&S hazards associated to their activities
• The potential consequences of departure from specified operating procedures
• The emergency preparedness and response requirements
• The OH&S benefits of improved personal performance.

 Consideration should be given to the differing levels of responsibility, ability, language skills and literacy as well as the significance of risk exposed to.

3.5     Job-Specific Training 

 Supervisor will provide job-specific training to persons performing tasks associated to significant risks. 

                   Where necessary, re-training sessions may be conducted as a result of:

• Changes in operating criteria;
• Changes in materials/ equipment/ machinery used;
• Introduction of new processes or new material/ equipment/ machinery;
• Changes in job functions and responsibilities which may have a significant risk if not managed properly, and
• Non-conformances/ non-compliances found during audits. 

3.6     Records

 The MR shall maintain the training plan and training needs analysis records. The supervisors shall maintain the staff training records.

Manage Internal WSH Management System Audit (WP02-CA-503C-1) Assessment Plan

Training Needs Analysis (Year 2012)

Training Plan (Year 2012)

Copyright © 2014 NTUC LearningHub Pte Ltd. All rights reserved.                                                                                      65                                                                                                                                                        

LHUB_ver1.0

Manage Internal WSH Management System Audit (WP02-CA-503C-1) Assessment Plan

Training Needs Analysis (Year 2013)

Training Plan (Year 2013)

                                      *Within 3 months from the commencement of hiring.

Copyright © 2014 NTUC LearningHub Pte Ltd. All rights reserved.                                                                                      66                                                                                                                                                        

LHUB_ver1.0